Manually change invoice status

You can manually change the status of an incoming invoice on the eConnect platform. This is useful for tracking which invoices have been approved, paid or rejected, especially when you do not use an automatic approval workflow.

A manual status change in the Inbox changes only the status label. The document stays in place and there is no re-routing to connected software, ERP or the API download route. Is the invoice already correct in your ERP and you only want to update the platform status (for example to Approved or Downloaded)? Then change the status only. Do not use Re-offer API download: that action re-offers the document to the integration and can cause a duplicate offer.

Note: eConnect is not accounting software. It is not intended for running your books from the platform. eConnect is not responsible for the accuracy of statuses you set manually or that arrive via status messages. See also Other sending error messages.

How to change the status

Step 1: Open the invoice

Go to the Inbox and click the invoice whose status you want to change.

Step 2: Click the status button

In the invoice details you see the current status. Click the status button or status field to see the available options.

Step 3: Choose the new status

Select the desired status:

Approved for payment: the invoice has been approved and is ready for payment
Paid: the invoice has been paid
Rejected: the invoice is not accepted

The change takes effect immediately. If the sender is also on the eConnect platform, the status change is passed on automatically.

When to change the status

The most common reasons to change the status manually:

After payment: mark the invoice as "Paid" so you keep a complete overview of what is still outstanding.
After approval: mark as "Approved for payment" if the invoice is accepted but not yet paid.
When rejecting: mark as "Rejected" if the invoice is incorrect and you will not pay it. You can optionally add a comment with the reason.

Changing status with a workflow

If your organisation has an approval workflow configured, statuses are updated automatically based on the approval process. In that case you usually do not need to change the status manually; the workflow handles it. Manual adjustment remains possible for exceptions.

Frequently asked questions

Is the status change automatically shared with the sender?

Yes, if the sender is also on the eConnect platform. The status change is shared in real time: the sender sees in their Outbox that you approved, paid or rejected the invoice.

Can I approve a rejected invoice later after all?

Yes, you can change an invoice status manually at any time. Open the invoice in the Inbox, click the status field and select the new status (for example "Approved for payment" or "Paid").

Do I need to change the status manually if I use a workflow?

In most cases no. The approval workflow handles status changes automatically based on the approval process. Manual adjustment remains possible for exceptions.

Does the invoice disappear if I change the status or mark it as done?

No. A status change in the Inbox only changes the status label. The document stays in place; invoices in the Inbox cannot be deleted. Did you accidentally mark Downloaded or done without downloading? Search by invoice number (filter Downloaded or All), open the invoice and download again as PDF and/or XML. More detail: Invoice statuses.

Does changing the status send the invoice again to my integration or ERP?

No. Manually changing the status only sets the label (for example Approved or Downloaded). There is no re-routing to connected software, ERP or the API route. Is the invoice already in your package and you only want to correct the platform status? Change the status only. Re-offer API download is a different action: it re-offers the document to the integration. Use that only for genuine non-delivery, not for status-only correction. See Re-offer a document.

Want to learn more about the different statuses? Read Invoice statuses, what does each status mean?.

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